The URL can be used to link to this page

R-04-02-26-8C4 - 2/26/2004RESOLUTION NO. R -04-02-26-8C4 WHEREAS, the City of Round Rock has previously entered into an Agreement with High Line Corporation for human resources and payroll computer application software for the Human Resources Department, and WHEREAS, High Line Corporation has submitted Supplemental Agreement No. 1 to the Agreement to include four additional software modules, and WHEREAS, the City Council desires to enter into said Supplemental Agreement.No. 1 with High Line Corporation, Now Therefore BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS, That the Mayor_ is hereby authorized and directed to execute on behalf of the City Supplemental Agreement No. 1 to the Agreement with High Line Corporation, a copy of same being attached hereto as Exhibit "A" and incorporated herein for all purposes. The City Council hereby finds and declares that written notice of the date, hour, place and subject of the meeting at which this Resolution was adopted was posted and that such meeting was open to the public as required by law at all times during which this Resolution and the subject matter hereof were discussed, considered and formally acted upon, all as required by the open Meetings Act, Chapter 551, Texas Government Code, as amended. RESOLVED this 26th day of February, 2004. NY ELL, Mayor A City of Round Rock, Texas 'T: �r CHRISTINE R. MARTINET, City Secreta ;F.•.-^esrt.y)".;'vDPV 'W—_'=-W.I ] /'"l—A!i.EICIAJ:I "'!OZP6C4 WP:,,' SC Dated this 8th Day of January, 2004 SUPPLEMENTAL AGREEMENT #1 between: HIGH LINE CORPORATION 145 Renfrew Drive, Suite 210 Markham, Ontario L3R 9R6 Canada (hereinafter referred to as LICENSOR) and: CITY OF ROUND ROCK 221 East Main Street Round Rock, Texas 78664 (hereinafter referred to as LICENSEE) This is an Addendum to the Program License Agreement #980301 between High Line Corporation and City of Round Rock. This document when duly signed by both parties will constitute an Agreement Addendum to the original agreement stated above. When in conflict with the original agreement, the terms and conditions of this Agreement Addendum shall prevail. TERMS AND CONDITIONS LICENSOR agrees to provide LICENSEE, a non-exclusive and non -transferable perpetual license for the use of PERSONALITY2WO Application Modules to process up to 750 active Employee/Retiree Records, Employee/Retiree Records being defined as the highest number of records administered by the system in any month during a twelve-month service period. PART I - SOFTWARE LICENSES COVERED BY THIS AGREEMENT I This cost does not include any enhancements/tailoring of screens/forms. License Fee Payment Terms: Each License Fee/Module is due 100% upon System Acceptance Criteria as outlined in Section 9.0 of the Personality Self -Service Implementation Plan. Term is Net 30 from Invoice Date. Maintenance Payment Terms: EXHIBIT CRR Agreement Addendum #031001 Page 1 a "An A Warranty of 180 days commences the date of system acceptance. Personality maintenance is due upon expiry of the Warranty Period. Maintenance Fees are in addition to and capped according to the Terms and Conditions of Annual Service Agreement #980301. Upon expiry of the Warranty period, the fees will be pro -rated to merge with the current Service Term of October 1 — September 30. PART III — IMPLEMENTATION COSTS The implementation methodology and High Line assistance has been defined in the Personality Self - Service Implementation Plan. Costs are estimated based on High Line's understanding of City of Round Rock's requirements at this time. Additional assistance may be requested depending on the complexity of your rules. Round Rock will only be billed for actual on-site and remote hours incurred. Implementation Payment Terms: Travel and Out -of -Pocket Expenses for on-site sessions are additional costs and billed as incurred. Daily per diems are capped at $30 per day. High Line commits to obtaining the best cost for travel to Round Rock. All fees will be billed as incurred and due 30 days from Invoice date. PART IV — ORACLE APPLICATION SPECIFIC LICENSING CRR Agreement Addendum #031001 Page 2 Oracle License Payment Terms: Payment of Oracle Application Software and Maintenance Sublicense fees is due within 30 days of the 1" initial delivery and installation of the Oracle software. Note 1 This is the current year's renewal fee to June, 2004. Credit for actual usage will be applicable at time of install. IN WITNESS WHEREOF the parties have executed this Agreement as of the effective date stated herein. HIGH LINE CORPORATION Signed by Karl Niemuller Name (typed or printed) President Title Date CITY OF ROUND ROCK Signed by Name (typed or printed) Title Date CRR Agreement Addendum #031001 Page 3 Personality Implementation Plan j-'IROIUJND ROCK, TEXAS MRPM, rnsaox PROInwi Y City of Round Rock Self- Service Prepared By: Brian Diamond and Ray Morrell. December 18, 2003 Prepared By: Brian Diamond and Ray Morrell Updated: City of Round Rock and High Line February 9, 2004 Version: Draft 1.3 City of Round Rock Personality Implementation Planning Report Table of Contents Tableof Contents........................................................................................................................... 2 Participants............................................................................................................................... 3 Cityof Round Rock............................................................................................................... 3 High Line Corporation ....................... 3 ..................... ProjectScope............................................................................................................................ 3 ProjectActivities...................................................................................................................... 3 ProjectAssumptions................................................................................................................ 4 PlanningSession Objectives....................................................................................................4 1 Implementation Overview................................................................................................ 5 1.1 Implementation Goal ....................................... 5 ....................................... 1.2 Implementation Approach ............................................... 5 .................... 1.3 Implementation Stages................................................................................................ 6 1.4 Team Members/Commitment ................... 7 ............................. 1.5 The Support Line and Problem Log ................................. ..... 8 ...................................... 1.6 Implementation/Testing Room .......................................... 9 ........................... 1.7 Reporting Approach.................................................................................................. 10 2 Module Features..............................................................................................................10 3 Detailed Analysis.............................................................................................................11 3.1 Conversion......................................................................... 11 ............................ 3.2 Payroll Process.......................................................................................................... 11 3.3 Time Management Self Service................................................................................ 12 3.4 Training and Development....................................................................................... 12 3.5 Employee / Manager Self-Service............................................................................ 12 3.6 Work Flow................................................................................................................ 13 4 Training Plan...................................................................................................................13 4.1 Personality Application Training ................... ....................... 13 .................................... 4.2 End User Training..................................................................................................... 13 4.3 Personality Technical Training................................................................................. 13 5 Documentation................................................................................................................13 5.1 System Manuals................................................................... ..................................... 13 5.2 User Manuals ................................................... ......................................................... 14 6 Action Items.....................................................................................................................14 7. Software Enhancements......................................................................... 8 Key Dates & Milestones..................................................................................................16 8.1 PHASE 1 2004...................................................................... .......... 16 .......................... 9 System Acceptance Process............................................................................................17 9.1 System Acceptance Milestones................................................................................. 17 9.2 System Acceptance Test Plan................................................................................... 17 9.3 System Acceptance Sign Off Procedures ........................................................ 18 9.4 System Acceptance Criteria Assumptions................................................................ 19 Page 2 of 22 City of Round Rock Personality Implementation Planning Report Participants City of Round Rock Cindy Demers Kristie O'Hara Paula Freeman Becky Martinez Elaine Wilson Noelle Jones Teresa Bledsoe Lance Jobson High Line Corporation Brian Diamond Ray Morrell Project Scone Phase I Planning Session Dec 18-19, 2003 Finance Director HR Training Specialist (Project Manager) HR Payroll Treasury & Finance Supervisor (Supervises Payroll) Financial Programs Manager HR Director DBA Director, Professional Services Senior Consultant With Personality2000 implementation projects, a critical success factor is that the scope of the project be clearly defined. Not only does the project scope identify what will be done, it also defines what is not included. Adhering to the defined project scope ensures that modifications and customizations are kept to a minimum. Project Activities • The Project will focus on implementing the modules identified in section 1.1 below, Phase I by August 31, 2004. • Phase I includes: Employee/Manager Self Service Time Management Self Service Work Flow Training and Development. • Phase II will include rolling out Employee Self Service to all employees. • The scope of Phase I and 11 of this Implementation Project does not include any interface or reporting requirements other than those met by High Line standard Page 3 of 22 City of Round Rock Personality Implementation Planning Report programs, unless identified specifically within this planning report, or for which High Line prepares a software quotation that CRR accepts. This exclusion does not apply to any custom reports (Discoverer) that the implementation team elects to develop during the project. kr ject_ Assumptions In order to meet the Objectives and satisfy the Scope, the following assumptions have been identified. • Availability of sufficient Resources from both High Line and CRR as defined by the Project Plan. • CRR's Project Manager, will be available at a minimum of 50% of the time to fulfill her duties. • CRR's Implementation Team members will be available 100% of the time when High Line is on-site. • While High Line is off site, the CRR's Implementation Team will be available as defined in 1.4.6. • Any out of Scope activities will affect the Go Live date. Planning Session Objectives • Confirm the Modules and Features • Review Implementation Step Details • Complete an Implementation Timeline • Review Responsibilities and Expectations of Team Members • Complete the Detailed Analysis of Requirements • Establish an Action Plan • Draft Implementation Planning Report Page 4 of 22 City of Round Rock Personality Implementation Planning Report 1 Implementation overview 1.1 Implementation Goal To install the Phase I Self Service modules of Personality. Phase I modules ■ Time management Self Service ■ Employee Self Service • Manager Self Service • Work Flow ■ Training and Development 1.2 Implementation Approach The Personality implementation approach will be based on the principle of Train -the - Trainer. This includes one application at a time on-site training provided by High Line to CRR's Implementation Team. During these training sessions, the High Line Implementation Specialist will guide the team to the best approach to utilize the system's functionality to meet their business requirements. Examples are defined in the Development system during the training and then the Implementation Team is responsible for developing their rules, policies and procedures in the Production system. High Line will provide additional trouble shooting resources to assist the implementation team as defined on the implementation timeline and key dates. In addition to the on-site training/trouble shooting sessions, High Line can provide additional remote consulting to assist the Implementation team during the time when the Implementation Specialist is not on site and to assist in the project management. This is a billable service. High Line's Responsibilities Analyze business requirements and provide resolutions Provide application module training to the implementation team Provide onsite and remote implementation support and consulting Provide onsite and remote technical assistance and training Program and successfully test custom modifications Conduct System Acceptance testing with CRR Assist with testing processes CRR's Responsibilities Provide the implementation team Provide project management Provide details of the business requirements Make business decisions affecting the project Page 5 of 22 City of Round Rock Personality Implementation Planning Report Create the development system Set up and test the rules and policies Prepare user documentation Provide or approve specifications as required for custom features Test custom features Conduct a development completion test once the rules are defined Conduct conversion activities Conduct system acceptance testing Conduct the production and parallel tests Conduct end-user training 1.3 Implementation Stages The steps involved in implementing the Personality system. Stage 1 - Software Setup Stage 2 - Pilot System Development Stage 3 - Live Cutover 1.3.1 Project Setup 1.3.1.1 High Line will provide this Implementation Planning Report based on the discussions of the Implementation Planning Meeting and the preliminary data gathering. 1.3.1.2 CRR will also attempt to resolve any business issues prior to the first session. 1.3.1.3 CRR and High Line will review this Implementation Planning Report, Business Requirements List and Time Line and agree to the project scope, contents and resource commitments. 1.3.2 Hardware Setup 1.3.2.1 The City of Round Rock will purchase an application server to house the Oracle Application Server, Java Edition. This will be a Dell 3.2 GHz single processor with 2GB of RAM running Windows 2000/SP 1. We have reviewed the computer specifications and they are above the High Line recommended specifications. 1.3.3 Software Setup 1.3.3.1 For the Self -Service implementation, the Oracle database can be 8i or 9i. The City has determined that their goal is to implement Oracle 91 in Production prior to the start of this project. The Oracle 9i database is scheduled to be in Page 6 of 22 City of Round Rock Personality Implementation Planning Report Production February 16, 2004. The upgrade process will include upgrading to Discoverer 4.x. CRR must have installed all required business patches in order to run Personality 3.04.03 on Oracle 9i. 1.3.3.2 High Line technical staff will be on-site to install the Personality Self -Service applications and the Oracle Application Server software on to the development server pointing to the test database server. During this session, High Line will also: a) Install and provide an overview of the conversion utilities. The conversion utility will be required to load in historical information for training history into the class registration table only. b) The site configuration record will be reviewed in order to configure the system for sending e-mail from WorkFlow. c) Review the method of configuring Self -Service to use the production database server for moving into production. 1.3.3.3 CRR will consider upgrading Oracle Discoverer to v 4.x, which will allow for reporting over the web. 1.3.3.4 During the software load session, High Line will provide basic technical training to allow the CRR's technical staff to gain familiarity with the application. 1.4 Team Members/Commitment 1.4.1 We discussed the roles of the implementation team members. There will be 3 key CRR people in the implementation group. All team members will be present for all training whenever possible and for key training sessions. 1.4.2. The team members will have access to additional resources from their areas, but these resources are typically not involved in the training sessions with High Line. 1.4.3 The implementation team members will be allocated 100% while High Line is on- site and during the remote sessions. CRR will be responsible for testing and confirming the set up approach while High Line is off-site. High Line recommends a minimum of 50% of the team member's time for this task. If the 50% time is not allocated by CRR, additional testing time will be required to be added at the Development system completion stage and will impact the go -live date. Page 7 of 22 City of Round Rock Personality Implementation Planning Report 1.4.4 Ray Morrell (rmorrellghighlinecorp com) will be the Senior Consultant assigned to CRR for the application module training. Brian Diamond (bdiamond@hi linecorp com) will be the Account Manager for High Line Corp. Brian Diamond will be assisted by Robert Forbes (rforbes hi lineco com). A member of High Line's Technical Services team will be assigned for the technical training. Any changes to High Line implementation team members during the scope of this project must be approved in advance by CRR. 1.4.5 Kristie O'Hara will assume the role of Project Manager, committing a minimum of 50% of her time during project timeline to fulfill these responsibilities. High Line requires that one person be designated to receive all correspondence from High Line for distribution to the team members and other appropriate staff, as well as coordinating any calls to High Line for problem resolution. Kristie O'Hara will be the primary contact. 1.4.6 Core Team will be comprised of the following members: Kristie O'Hara HR Training Specialist (Project Manager) Paula Freeman HR Becky Martinez Payroll These resources will work on the implementation project when not in a training week committing 50% of their time to the project. 1.4.7 A decision is required on the resource assigned to the Web Administrator role within CRR. 1.5 The Support Line and Problem Log 1.5.1 Specific High Line staff members are assigned to assist clients during implementations. CRR also has the ability to contact the support line. All calls made to the support line are logged, and clients should maintain their own call logs, taking responsibility for checking on the status of outstanding calls. A sample call log form will be provided from High Line, where we recommend that you use the High Line call number as a reference. We will implement a call log review procedure to ensure that any problem log items that are required prior to going live are completed. High Line recommends that on a bi-weekly basis your call log be forwarded to High Line, e.g. on Monday, allowing Tuesday for investigations and a conference call on Wednesday to review the status of each item. Maintaining this log and procedure is the responsibility of the Project Manager at CRR. 1.5.2 High Line uses a call status to categorize logged calls as follows: Page 8 of 22 City of Round Rock Personality Implementation Planning Report 1-A+ Critical, needs immediate attention as client cannot proceed with processing (i.e.: Live payroll is stopped and cannot proceed). During Implementation, this status also means that a client cannot go into live production until this issue is resolved, and is held up in testing due to the severity of the issue. 2-A Should be available in a software patch. During Implementation, this status means that the client cannot go into live production until this issue is resolved. 3-13 Should be available in the next scheduled release. This status means that the client has a work around to the issue. 4-C Reported the issue. High Line has noted this and may consider for a future release. Clients have the ability to request a change in the priority of items, but this is typically billable, and High Line will submit an estimate of the cost for approval. 1.5.5 Additional Remote Project Management/Assistance during Implementation Project Management/Assistance is a set cost (based on the length of implementation, per the Cost Proposal provided). Project Management/Assistance is an assignment of the Project Account Manager. The purpose is to ensure a successful project by managing internal High Line resources assigned throughout the course of the implementation. The Project Management assistance provided by High Line does not replace the roll of Project Manager in the Client's Implementation Team. Project Management/Assistance include the following services: • Liaise with the Client to assist with overall management of the project • Assist Client with issues, to analyze business requirements and provide resolutions • Manage Log Issues, including participation in Log Reviews, working with the client to set priorities and achieve resolution of issues • Provide assistance with custom modifications by providing oversight on issued quotations and deliverables. 1.6 Implementation/Testing Room 1.6.1 Discussed the benefits of having an implementation "room", where the team members work on the project and avoid the disturbances that would occur in their Page 9 of 22 City of Round Rock Personality Implementation Planning Report normal work locations. A training room will be reserved for the on-site training but a dedicated room is not available for the non -training weeks. 1.6.2 There will be one PC per team member. The PCs will require access to the Internet via IE 5.5 and connection to the application/database server. 1.6.3 The training room should contain a printer, a white board or flip chart, a speakerphone, and an overhead projector if available. 1.7 Reporting Approach a). There are no standard reports provided with the Self -Service application. The information is available in online forms. There are standard reports available within the Personality professional user interface application. b). Any reports not provided with the standard system, and determined to be required, will be the responsibility of CRR. CRR can request that High Line create these reports, if required. High Line will provide a quote on the cost of any programming for CRR's approval prior to proceeding. Sufficient notice is required in order to schedule the custom programming. c). If a report is required, but not part of the standard system, CRR will choose the most appropriate tool to create the report, (e.g. Reports or Discoverer). High Line's standard reports are created with Oracle Reports. High Line does not provide training for Oracle Reports. This training is provided by Oracle. High Line will provide training on the Discoverer software. d) High Line will provide the source code for the non -update reports. If CRR alters a standard report, then the warranty covering that report is voided, but no other component of the Personality product is affected. It is CRR's responsibility to make any future modifications to the reports are related to new releases. High Line does not support any client modified/created reports. 2 Module Features Discussed the ability to Phase the implementation, determining that the focus would be on implementing the features required in order to implement Time Management, ESS/MSS, Training and Development and Work Flow. Reviewed and discussed the concepts and features of the Personality system using the features checklist. Please see the attached CRR Product Features spreadsheet for details. The features discussed are available in the 3.04.03 release of Personality, however any enhancements will require the 3.05.01 release of Personality. CRR will upgrade to the 3.05.01 version of Personality since enhancements to the Self - Service features are required. High Line confirmed that all product features and Page 10 of 22 _City of Round Rock Personality Implementation Planning Report enhancements identified in Section 10 - CRR Product Features function as discussed in version 3.05.01. 3 Detailed Anal is The notes below are related to items found in the Business Requirements list in section 2.0. Notes are provided where a discussion of capabilities/requirements has occurred to help clarify issues that may arise during the implementation. 3.1 Conversion 3. 1.1 All historical courses and classes must be set up in P2K. Conversion utilities will be used to convert employee training history data from an excel spreadsheet into P2K. 3.1.2 Email addresses are required to be loaded into employees' assignments. It will be CRR's responsibility to load this data into P2K. The conversion utilities are not designed to update employee records and cannot be used for this purpose. 3.1.3 Additional employee data such as Nextel phone numbers, pager numbers and additional office phone numbers exist in other databases. It will be CRR's responsibility to load this data into P2K. Please see software enhancements for further details. 3.2 Payroll Process 3.2.1 In order to support the distributed time entry and use standard calculations a re- engineering of the payroll process is required. This will include: — Implementation of a new FLSA process; presently calculated with UserCalcs and a manual spreadsheet for the Fire department. — Implementation of new premium set up to support the FLSA calculations; presently entered in the Sundry Screen — Applying Over Time rules for weekly and bi-weekly over time. Hrs worked over 40 in a 7 -day period and over 80 in a 14 -day period are calculated at 1.5. Holiday time is time worked. Leave time reduces regular time. Presently calculated with UserCalcs. — Additions/changes to Work Rules in order to support Self -Service. — Definition of employee security. 3.2.2 Batches are currently being generated at the Personality department level or groups of departments. This level is referred to as the division level by CRR. This will be the same level of batch generation for the Self -Service application. Page l l of 22 City of Round Rock Personality Implementation Planning Report 3.3 Time Management Self Service 3.3.1 The goal for Phase I is to have Timekeepers enter employee's time. There are approximately 30 timekeepers. 3.3.2 A pilot group of employees will be entering their own timesheets online in Phase I. The Finance and HR departments will be the pilot group. 3.3.3 Goal for Phase II is to roll out time entry to all employees with manager/supervisor online approvals as well as the Employee/Manager Self - Service features. 3.3.4 There are approximately 200 employees using kiosks for computer access and 450 employees with computers at their desks. 3.4 Training and Development 3.4.1 Phase I will manage the courses and classes only with the employees having the ability to enroll online and the managers approve their enrollment. 3.4.2 CRR has an Excel spread sheet with of 2 yrs of training history. This spreadsheet tracks the completed training history of all employees. CRR plans to use conversion utilities to load this data into P2K. Spreadsheet has only first/last name. CRR will need to uniquely identify the employees with either their employee number or SSN for the conversion process. 3.4.3 The team will set up and confirm the approach to the courses and classes in the pilot database. Once confirmed, the remainder of the set up will be performed in the Production database. 3.5 Employee / Manager Self -Service 3.5.1 Employees will be allowed to access and update their personal data described on the product features spreadsheet. 3.5.2 The Self -Service application's form labels are not bi-lingual at this time. This is a future project. CRR can create form footers and headers that can be bi-lingual for instructions for the employees. 3.5.3 Some team members had concerns that the Leave Balance form contained too much information. This form cannot be modified to remove the columns since the standard calculations rely on them. CRR will describe the information with footer documents. Page 12 of 22 City of Round Rock Personality Implementation Planning Report 3.5.4 Single sign -on user security is not supported within the Self -Service application. Each employee will reference a generic database user that has the appropriate security defined. 3.6 Work Flow 3.6.1 Employee entered changes will update the database directly. The system will send an e-mail to the employee to verify the changes. This requires the employee's e-mail address is maintained within Personality. 3.6.2 In order for the Work Flow to generate automatic e-mails to the employee's supervisor, CRR will need to update the P2K application with the supervisor information on the work assignment. 3.6.3 When a notification for approval/action is sent to an individual and the approval/action is not executed upon, there is no automated method of rerouting the approval. A report will need to be created in order to identify outstanding approvals/actions. 4 Training Plan 4.1 Personality Application Training On Site sessions will be scheduled according to section 8.1 of this document. Remote sessions can be arranged. There is one remote session scheduled for Discoverer training. 4.2 End User Training CRR is responsible for conducting the end user training and roll out. 4.3 Personality Technical Training Technical training will be performed when the software is loaded and completed no later than April 2, 2004. 5 Documentation 5.1 System Manuals Page 13 of 22 City of Round Rock Personality Implementation Planning Report . High Line will provide manuals on the FTP server. CRR will print copies for team members prior to the training. 5.2 User Manuals CRR is responsible for preparation of user manuals. 6 Action Items 6.1 High Line will arrange to make the manuals available for CRR to download. CRR will be responsible for printing of the manuals for the team members. 6.2 Decide on a test group of employees, which should include managers, supervisors and employees. 7. Software Enhancements 7.1 The City requires the ability to add free- form text to the timesheets for employees to indicate the purpose of transactions such as reasons for over -time. During the planning session it was identified that this was not in the current product. This capability does exist in the software and no enhancement is required. 7.2 Ability to store and manage multiple employee contact numbers and e-mail address. This would be a change to the P2K application and a new Self -Service screen. Currently there is only one work related phone number and there is no self-service form to access this data. This would be an enhancement. The City must make a business decision whether to manage this information in Personality or in their current custom application. 7.3 IPTR form modification utility is not licensed by the City. It is not required for go - live with the Self -Service applications, however it would be beneficial to have the IPTR form reflect the same layout as the self-service time entry form for central payroll adjustments/review. 7.4 The City is not licensed for the overtime rule calculations. There are two rules required for the City, weekly and pay period over -time. The goal is to have employees entering their own work time and having the system calculate the appropriate over -time. This is currently handled in UserCalcs but it is too late in the process for time approval. The City would like the system to calculate the over -time. 7.5 Employee Timesheet — no gaps have been identified at this time. 7.6 There is no current form in the Self -Service application to review all employee leaves in order to approve a leave request. This information is available within the TS module's standard functionality, which is not being implemented. This would be an Page 14 of 22 City of Round Rock Personality Implementation Planning Report enhancement to the Self -Service application to include a new form to display this information. Page 15 of 22 City of Round Rock Personality Implementation Planning Report 8 'Key Dates & Milestones 8.1 PHASE I 2004 Implementation Planning On Site Dec 18-19, 2003 — 2 -day Planning Session Database upgrade to 9i in Test Jan 19, 2004 Database upgrade into Production Feb 16 Payroll Process Review Mar 01— 05 — 5 days set up and training Software Install & Technical Training (I.S.) On Site March 29 — Apr 23 days set up and training — 1 day conversion training Discoverer Training Remote Mar 23-24 — 1/2 day admin training — 1/2 day user training Time Management SS and SS Admin On Site May 03 — 07 — 5 days set up and training Trouble Shooting and EE Time Entry On Site June 14 - 18 — 2 days Trouble shooting — 3 days pilot EE time entry and Work Flow TD, ESS/MSS and Work Flow Training On Site August 9 - 13 — 1 day TD training — 2 days ESS/MSS set up and training — 2 days Work Flow System Roll Out Fall 2004 Page 16 of 22 City of Round Rock Personality Implementation Planning Report 9 System Acceptance Process 9.1 System Acceptance Milestones The following are the System Acceptance Milestones, the person(s) responsible for sign off, and the dates that they must be completed by. &' a f .� az ` , S stem Successful) Installed Kristie O'Hara System Installation Functionality —Employee and Manager Self Service Kristie O'Hara System installed and properly Functionality — Time Management Self Service Kristie O'Hara 1 Functionality — Workflow Kristie O'Hara Functionality — Training & Development Kristie O'Hara or client server environment (not Self Service) supported for self service) 9.2 System Acceptance Test Plan The following is the System Acceptance Test Plan that was jointly agreed upon. These are the items that will be completed in order to satisfy the System Acceptance Milestones. Kristie O'Hara will be responsible for sign off of these items, by the date this is required by. . ...s s !7 Y ..K ry.../•r> 3- ,'� �' Edi t* �^ �i'k :YS � � �. q System Installation Aril 2, 2004 System installed and properly 1 configured — Oracle db, NAS and Able to access system via browser Personality application (including or client server environment (not Self Service) supported for self service) Three instances created — Able to sign into each environment 2 Demo/Training, Pilot and Conversion with a browser and client server and and able to access tables access tables listed in published ERD's 3 Printers configured and tested Able to print from DemofTraining System — Print RCRSE report. 4 Report Server functioning Ability to email RCRSE report Access Demo/Training to My Contacts in self service with 5 Browser Access tested acceptable response time within seconds; unless caused by network issues outside of High Line's control 6 Client Server access tested Signon from desktop icon with acceptable response time on Demo/Training ICRS, within seconds: unless caused by network issues outside of High Line's control Functionality — Workflow August 31, 2004 Module performs to published Ability to automate New Hire documentation on features included, procedure for Pilot employees, as far as Navigation (procedures) including screen navigation from and specified alerts/warnings, etc. IEHR to IEID to IBEL (with on-line (an example being alert that alerts/prompts), running RBBS and approvals are required) generating an email to employee's mana er noti in them. Page 17 of 22 City of Round Rock Personality Implementation Planning Report Functionality—Training & Module performs to published documentation on features included During training, check off published features in the August 31, 2004 Functionality — Employee & Manager Self Service g Module performs to published During training, check off published August 31, documentation on features included features in the 2004 Functionality— Time Management May 7, 2004 Self Service 1 Module performs to published During training, check off published documentation on features included features in the 9.3 System Acceptance Sign Off Procedures During Training Sessions — High Line Consultant will include a review of the System Acceptance Test Plan items. If complete, sign off with date and person on the Form included above. An updated copy of the System Acceptance Test Plan items should be emailed to Brian Diamond and Jackie Johnstone subsequent to the meeting. Outstanding Issues - If there are outstanding issues, these must be documented and submitted to High Line on the System Acceptance Milestone Sign Off form. High Line will have 30 days to respond to any issues. CRR must complete testing of the solution within 10 business days of delivery and either sign off or advise High Line of any issues. Failure to complete the testing within the required period will constitute acceptance. System Installed — Technical Issues Functionality — Workflow Functionality — Training & Development Functionality — Employee & Manager Self Service Functionality — Time Page I8 of 22 City of Round Rock Personality Implementation Planning Report 9.4 System Acceptance Criteria Assumptions The System Acceptance Criteria Milestones and Test Plan were developed with the following assumptions: CRR is responsible for all testing. Testing must be completed as defined in the Implementation Plan. If an extension is required for testing purposes, this may be allowed upon mutual agreement by High Line and CRR, up to a maximum of 10 working days from the original date. If High Line must make corrections to the software in order to meet acceptance criteria, the testing date required by will be delayed until 10 working days after the corrections are received from High Line. Only A or A+ status on issues that are within scope of the project and System Acceptance criteria (not change order items) will cause CRR not to sign off on an item. The status must be agreed upon by both parties. System Acceptance is defined as acceptance that the system functionality delivered meets requirements with a representative group of CRR employees, in a Pilot environment. System Acceptance, as defined in this document, does not include Conversion, End User Training, Parallel Testing, Live Cut Over Assistance or Ongoing Support. Page 19 of 22 City of Round Rock Personality Implementation Planning Report 10.0- CRR Product Features Page 20 of 22 City of Round Rock Personality Implementation Planning Report Feature or Function Phase I Ph— R Decision Pending COMPONENTSSELF SERVICE Custom Not Req'd Note. Action Item Employee Self -Service - View full ESS manual Q ❑ ❑ ❑ ❑ - Part— a Web Search ❑ ❑ ❑ ❑ password maintenance o C1 13 0 0 Need to implement the Oracle level password profile. - View Charge Request status ❑ ❑ ❑ ❑ Not required until Phase II since no PA's are being used. View Assignments 13 0 - Update Personnel data - address and personal informationXD - view company DirectoryD ❑ ❑ 13 ❑ 13 ❑ ❑ Direct U Set up - employee work e-mail address plate, no PA, e-mail to on ,work assignment Can this be employee. loaded?? Update ContactsEl 0 0 13 Direct update, no PA, e-mail to employee. - View banking mformalim El 0 13 0 - View par history 0 ❑ ❑ ❑ ❑ - View time had history a ❑ ❑ ❑ ❑ Yew Attendance Balances Q ❑ ❑ n headings and add g creen View Attendance leave history Q❑ ❑Manage future leaves View Benefit Enro lnw is ❑ ❑Update MOde:=Nfions Benefit Elections ❑ 0 ❑Manage Dependents ❑ O ❑View Course'Class schedule ❑ ❑ - Update Class Enrollment 0 ❑ ❑ ❑ ❑ View Training history OO 13 73 C3 73 CRR has over 2 years of training history stored in Excel worksheets. In order to convert this history we will need to setup all the historical courses 8 classes. Manager SeN-Service -View tug MSS manual Q ❑ ❑ ❑ ❑ - View Company Directory 0 ❑ ❑ ❑ ❑ -View Company Organizational Chart ❑ ❑ ❑ ❑ O - Perform a Web search ❑ ❑ ❑ ❑ p -View My Employees O ❑ ❑ ❑ ❑ - Enter Employee Leaves ❑ 0 ❑ ❑ ❑ - Maintain Employee Leaves ❑ ❑X ❑ ❑ ❑ - Process Change Requests ❑ QX ❑ ❑ ❑ - Process Training Requests O ❑ O ❑ ❑ A WF will be used to send an a -mail to the manager for approval and cc HR. - Perform Promotions ❑ ❑x ❑ ❑ ❑ -Perform Terminations ❑ ❑K ❑ ❑ ❑ Administrator Self Service -Define Functions Q ❑ 13-13 ❑ Who will be the administrator? - Define Forms x❑ ❑ ❑ ❑ ❑ - Crete'Modify Self Service Menus Q ❑ ❑ ❑ ❑ - Maintain Approval Levels a ❑ ❑ ❑ ❑ -Create Users O ❑ ❑ ❑ ❑ - Create Roles for Users O ❑ ❑ ❑ ❑ -Assign Roles to Users 0 ❑ ❑ ❑ ❑ - Maintain Exertion Rgh1s - Maintain Field Security El O ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ Page 21 of 22 City of Round Rock Personality Implementation Planning Report Recruiting Racruiti g functionality, hldWirg job posting ad candidate self-service and management ❑ p p p p Time Management - Empbyee - EE Planned Leave Entry p ❑x p p p Manage currert time street - Manager - Employee Leave Entry 191 O ❑ p p ❑ p p p For selected groupsof employees p -Manager- Update/Enter Employees Leave ❑x ❑ p p p Manage Electronic Timesheets - Manager - Enter and Verify Employee Time Eio xceptns 13 ❑ p p - Manager - Verity and Transaction Bhes Balance Pay Qx ❑ ❑ ❑ ❑ - Process Leave Lines irto Pay Transactions ❑x ❑ p p p ❑ ❑ p p ❑ C3 ❑ ❑ ❑ ❑ ❑ p ❑ ❑ 13❑ ❑ ❑ ❑ ❑ p O p p ❑ Feature or Function Phase I Phase R Decision Pending WORKFLOW Custom Not Req'd Notes Action Item Online warning/edits ❑x ❑ ❑ p 0 - Online form navigation px p ❑ p p Updating of values based on other data within the same table. El p p p p Stop online update of transactions O p 3_ p p Communications (e-mail) to reci lents real-time and batch ❑ p p p Reminders of uncompleted actions p p ❑ p ❑ Tables that trigger WorkFlow (as o the 3.05.01 release - Approval Logs (ALL) 0 ❑ ❑ p ❑ - Assignment Details (FD) El ❑ ❑ ❑ ❑ - Employments (FD) Q ❑ ❑ p p - Assessment Everts (RE/TD) ❑ ❑ p p - Candidates (RE/TD) ❑ p ❑ p - Reautmert Postings (RE) ❑ ❑ ❑ ❑ - Questions d Responses (RE) ❑ Q ❑ ❑ ❑ - Personnel Actions (SA) Qx ❑ ❑ p ❑ - Class Registrations (TD) Qx ❑ ❑ ❑ ❑ - Leave Lines (AT) ❑ Q p ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ p ❑ ❑ ❑ ❑ ❑ 13 ❑ ❑ ❑ ❑ Page 22 of 22 ORACLE CORPORATION SUB -LICENSE AGREEMENT between: HIGH LINE CORPORATION 145 Renfrew Drive, Suite 210 Markham, Ontario Canada L3R 9R6 ( "Sub -licensor" ) and: CITY OF ROUND ROCK 221 East Main Street Round Rock, Texas 78664 ( "Sub -licensee" ) This Sub -Licensee Agreement when fully executed forms an integral part of the "Program License Supplemental Agreement 1" between Sub -licensor and Sub -licensee. Sub -licensor has entered into a Value Added Relicensor Agreement to allow Sub -licensor the right to market and grant sublicenses, at discounted rates, to Sub -licensee. In accordance with the terms and conditions of the Value Added Relicensor Agreement entered into by Sub -licensor, Sub -licensee must agree to the terms and conditions of this Sub -license Agreement for the right to use the Application Programs noted in Exhibit A, Oracle Corporation Application Programs, of this Agreement. Terms and Conditions Sub -licensee agrees to the following terms and conditions: (i) use of the Application Programs are restricted to object code form only on a single Designated System, as described in Exhibit A, by a maximum number of Users for Sub -licensee's own internal data processing; (ii) transfer or duplication of the Programs is prohibited except for temporary transfer in the event of computer malfunctions and a single backup or archival copy; (iii) assignment, timesharing or rental of the Programs is prohibited; (iv) use to the Programs for any purpose outside the scope of the Program License Supplemental Agreement I between the Sub -licensor and Sub -licensee is prohibited except as otherwise specified; (v) the reverse engineering, disassembly or decompilation of the Programs is prohibited except where Sub -licensor has not provided Sub -licensee, within a reasonable time and after written request, such information as is available to Sub -licensor and is necessary by Sub -licensee to create software programs which are interoperable with the Programs but do not infringe the intellectual property rights; (vi) title of the Programs shall not pass to Sub -licensee; (vii) Sub -licensee shall, at termination of this Sub -license, discontinue use and shall destroy or return to Sub -licensor the Programs, documentation and all archival or other copies of the Programs; (viii) publication or disclosure to third parties of any results of benchmark tests run on the Programs is prohibited; (ix) Sub -licensee must comply fully with all relevant export laws and regulations of Canada and the United States to assure that neither the Programs nor any direct product thereof are exported, directly or indirectly, in violation of Canadian or United States laws; (x) the Programs are not specifically developed of licensed for use in any nuclear, aviation, mass transit, or medical application or in any other inherently dangerous applications. Any claims or damages arising from use of the Programs for such applications by Sub -licensee are prohibited; Sublicense Agreement Page l of 3 (xi) Sub -licensee, while covered under an Annual Support Agreement with Sub -licensor as per Program License Supplemental Agreement 1 between Sub -licensor and Sub -licensee, shall direct any technical support issues directly to Sub -licensor. Entire Agreement This Sub -license Agreement, include Exhibit A attached hereto, constitute the entire understanding between the parties as it relate to sublicenses and supercedes all prior oral or written agreements or understandings between them. It may not be changed orally, but only by an Agreement in writing executed as provided herein. The undersigned hereby acknowledges that they have read and that they fully understand the terms of the above Sub -license Agreement, the terms and conditions of which are hereby incorporated and acknowledged by this reference. The undersigned hereby agree that by signing this document they become parties to said Agreement and agree to be bound by all terms, conditions and obligations contained therein. HIGH LINE CORPORATION Sign: Name: Karl Niemuller Title: President Date: CITY OF ROUND ROCK Sign: Name: Title: Date: THIS AGREEMENT IS FOLLOWED BY EXHIBIT A. Sublicense Agreement Page 2 of 3 EXHIBIT "A" ORACLE CORPORATION APPLICATION PROGRAMS In accordance with the Business Alliance Programme Agreement number 3285 dated June 7, 1997 and the "Addendum" bearing an effective date June 1, 1999 in effect between the Sub -licensor and Oracle Corporation Canada Inc. ( "Oracle" ) Sub -licensor hereby grants to the Sub -licensee a non-exclusive, non -transferable sublicense of the Programs set forth: ORACLE APPLICATION PROGRAMS and LICENSE TYPE as applicable: List below: • Oracle Database Server, Standard Edition- Processor License x 2 • Oracle Application Server, Java Edition — Processor License x 1 Note: 1 x Oracle Database Server, Standard Edition — Processor License shall be migrated from a 15 x Concurrent User Database, Standard edition at time of installation. Hardware / Operating System: Indicate System in use: Microsoft Windows NT ................. IBM RS6000 AIX ................. HP -UX ................. SUN SOLARIS Designated Computer System: List Serial Numbers and Model) If Sub- Licensee does not purchase Oracle Licenses from Sub -Licensor or owns a current license of the above, Sub - Licensee agrees to provide Sub -Licensor with their CID/CSI account numbers for those Oracle products not Sub - Licensed through Sub -Licensor. Oracle Product Name & applicable CID/CSI # Oracle Product Name & applicable CID/CSI # Oracle Product Name & applicable CID/CSI # Oracle Product Name & applicable CID/CSI # Oracle shall not be held liable for any damages, whether direct or indirect, incidental or consequential arising from the use of the Programs. This Sub -license does not include warranties, express or implied, on behalf of Oracle. Page 3 of 3 SALVAGGIO, TEAL &ASSOCIATES Information Systems Consult in For The Public Sector February 2, 2004 Cindy Demers City of Round Rock 221 East Main Street Round Rock, Texas 78664 Subject: Evaluation of Planned Acquisition of New Highline Software and Implementation Services Dear Ms. Demers: Salvaggio, Teal & Associates has completed its evaluation of the City of Round Rock's (City) planned acquisition of new software functionality and implementation services from the High Line Corporation. We are pleased to recommend that the City execute an addendum to its original contract with High Line to purchase the following Personality application modules and associated implementation services: ♦ Employee & Manager Self -Service ♦ Time Management Self -Service ♦ Workflow ♦ Training & Development The implementation of these new application modules will support the following business process improvements: ♦ Direct entry of time information by designated timekeepers or employees that have self-service access; ♦ Online enrollment by employees in training courses/classes and manager approval of such enrollments; and ♦ Employee access to payroll remittance information, leave history and balances, and benefits enrollment information, and updating of their personal data. We believe the City will greatly benefit from the efficiencies associated with these new self-service functional enhancements. Please let me know if you have any questions concerning this recommendation. Sincerely, Mitt A. Salvaggio President CC: David Kautz, Assistant City Manager 179 481 Phone: (512)335-9348 Austin, TX 78759 W. Braker Lane,Suite502 Fax: (512) 335-93 62 Aust Web: www.sal va gg.com DATE: February 20, 2004 SUBJECT: City Council Meeting - February 26, 2004 ITEM: 8.C.4. Consider a resolution authorizing the Mayor to execute Supplemental Agreement No. 1 with High Line Corporation for implementation of additional software modules to the City's Human Resources and Payroll Information System. Department: Finance and Human Resources Staff Person: Cindy Demers, Finance Director Teresa Bledsoe, Human Resources Director Justification: This project will involve the implementation of four new modules to the HR and Payroll Information System. These modules include time management, employee and manager self-service, workflow and training. This implementation is expected to increase efficiency by eliminating redundant data entry of employee time, allowing all City employees and managers to manage their time and personnel information on-line and to route information and approvals electronically. In addition, the training module will enhance the City's ability to track and plan employee development. Funding: Cost: $90,000 (plus reimburseables) Source of funds: General Self -Financed Construction Outside Resources: Salvaggio, Teal and Associates Background Information: Public Comment: N/A In 1998 the City of Round Rock purchased and implemented the High Line "Personality" Human Resources and Payroll Information System. The initial implementation and upgrades have been very successful. This contract is the planned next phase of utilizing the software capabilities and web technology to their fullest capacity. EXECUTED DOCUMENT FOLLOWS No Text Dated this 12`h Day of February, 2004 SUPPLEMENTAL AGREEMENT #1 between: HIGH LINE CORPORATION 145 Renfrew Drive, Suite 210 Markham, Ontario L3R 9R6 Canada (hereinafter referred to as LICENSOR) and: CITY OF ROUND ROCK 221 East Main Street Round Rock, Texas 78664 (hereinafter referred to as LICENSEE) This is an Addendum to the Program License Agreement #980301 between High Line Corporation and City of Round Rock. This document when duly signed by both parties will constitute an Agreement Addendum to the original agreement stated above. When in conflict with the original agreement, the terms and conditions of this Agreement Addendum shall prevail. TERMS AND CONDITIONS LICENSOR agrees to provide LICENSEE, a non-exclusive and non -transferable perpetual license for the use of PERSONALITY2" Application Modules to process up to 750 active Employee/Retiree Records, Employee/Retiree Records being defined as the highest number of records administered by the system in any month during a twelve-month service period. PART I - SOFTWARE LICENSES COVERED BY THIS AGREEMENT 1 This cost does not include any enhancements/tailoring of screens/forms. License Fee Payment Terms: Each License Fee/Module is due 100% upon System Acceptance Criteria as outlined in Section 9.0 of the Personality Self -Service Implementation Plan. Term is Net 30 from Invoice Date. Maintenance Payment Terms: CRR Agreement Addendum #031001 Page 1 k - C ''t%- (1;X -;J& 4C L/ A Warranty of 180 days commences the date of system acceptance. Personality maintenance is djje 1 upon expiry of the Warranty Period. Maintenance Fees are in addition to and capped according to the ' Terms and Conditions of Annual Service Agreement #980301. Upon expiry of the Warranty period, the fees will be pro -rated to merge with the current Service Term of October l — September 30. PART III — IMPLEMENTATION COSTS The implementation methodology and High Line assistance has been defined in the Personality Self - Service Implementation Plan. Costs are estimated based on High Line's understanding of City of Round Rock's requirements at this time. Additional assistance may be requested depending on the complexity of your rules. Round Rock will only be billed for actual on-site and remote hours incurred. Implementation Payment Terms: Travel and Out -of -Pocket Expenses for on-site sessions are additional costs and billed as incurred. Daily per diems are capped at $40.00 per day. High Line commits to obtaining the best cost for travel to Round Rock. All fees will be billed as incurred and due 30 days from Invoice date. PART IV — ORACLE APPLICATION SPECIFIC LICENSING CRR Agreement Addendum #031001 Page 2 Oracle License Payment Terms: Payment of Oracle Application Software and Maintenance Sublicense fees is due within 30 days of the ls` initial delivery and installation of the Oracle software. Note 1 This is the current year's renewal fee to June, 2004. Credit for actual usage will be applicable at time of install. IN WITNESS WHEREOF the parties have executed this Agreement as of the effective date stated herein. HIG LINE C , RPORATION Signed by Karl Niemuller Name (typed or printed) President Title f:� 76. Ia., Date CITY OF ROUND RO 4"N\jL6 mi::tXwGLU Name (typed or printed) Title a -a (D -c � Date CRR Agreement Addendum #031001 Page 3 No Text ORACLE CORPORATION SUB -LICENSE AGREEMENT between: HIGH LINE CORPORATION 145 Renfrew Drive, Suite 210 Markham, Ontario Canada L3R 9R6 ( "Sub -licensor" ) and: CITY OF ROUND ROCK 221 East Main Street Round Rock, Texas 78664 ( "Sub -licensee" ) This Sub -Licensee Agreement when fully executed forms an integral part of the "Program License Supplemental Agreement 1" between Sub -licensor and Sub -licensee. Sub -licensor has entered into a Value Added Relicensor Agreement to allow Sub -licensor the right to market and grant sublicenses, at discounted rates, to Sub -licensee. In accordance with the terms and conditions of the Value Added Relicensor Agreement entered into by Sub -licensor, Sub -licensee must agree to the terms and conditions of this Sub -license Agreement for the right to use the Application Programs noted in Exhibit A. Oracle Corporation Application Programs, of this Agreement. Terms and Conditions Sub -licensee agrees to the following terms and conditions: (i) use of the Application Programs are restricted to object code form only on a single Designated System, as described in Exhibit A, by a maximum number of Users for Sub -licensee's own internal data processing; (ii) transfer or duplication of the Programs is prohibited except for temporary transfer in the event of computer malfunctions and a single backup or archival copy; (iii) assignment, timesharing or rental of the Programs is prohibited; (iv) use to the Programs for any purpose outside the scope of the Program License Supplemental Agreement 1 between the Sub -licensor and Sub -licensee is prohibited except as otherwise specified; (v) the reverse engineering, disassembly or decompilation of the Programs is prohibited except where Sub -licensor has not provided Sub -licensee, within a reasonable time and after written request, such information as is available to Sub -licensor and is necessary by Sub -licensee to create software programs which are interoperable with the Programs but do not infringe the intellectual property rights; (vi) title of the Programs shall not pass to Sub -licensee; (vii) Sub -licensee shall, at termination of this Sub -license, discontinue use and shall destroy or return to Sub -licensor the Programs, documentation and all archival or other copies of the Programs; (viii) publication or disclosure to third parties of any results of benchmark tests run on the Programs is prohibited; (ix) Sub -licensee must comply fully with all relevant export laws and regulations of Canada and the United States to assure that neither the Programs nor any direct product thereof are exported, directly or indirectly, in violation of Canadian or United States laws; (x) the Programs are not specifically developed of licensed for use in any nuclear, aviation, mass transit, or medical application or in any other inherently dangerous applications. Any claims or damages arising from use of the Programs for such applications by Sub -licensee are prohibited; Sublicense Agreement Page ! of 3 (xi) Sub -licensee, while covered under an Annual Support Agreement with Sub -licensor as per Program License Supplemental Agreement 1 between Sub -licensor and Sub -licensee, shall direct any technical support issues directly to Sub -licensor. Entire Agreement This Sub -license Agreement, include Exhibit A attached hereto, constitute the entire understanding between the parties as it relate to sublicenses and supercedes all prior oral or written agreements or understandings between them. It may not be changed orally, but only by an Agreement in writing executed as provided herein. The undersigned hereby acknowledges that they have read and that they fully understand the terms of the above Sub -license Agreement, the terms and conditions of which are hereby incorporated and acknowledged by this reference. The undersigned hereby agree that by signing this document they become parties to said Agreement and agree to be bound by all terms, conditions and obligations contained therein. HIGH LINE O Fal Sign: Name: Karl Niemuller Title: President Date: CITY OF Sign: fcc /y� 1/_/ Name: Title: Date: — y THIS AGREEMENT IS FOLLOWED BY EXHIBIT A. Sublicense Agreement Page 2 of 3 EXHIBIT "A" ORACLE CORPORATION APPLICATION PROGRAMS In accordance with the Business Alliance Programme Agreement number 3285 dated June 7, 1997 and the "Addendum" bearing an effective date June 1, 1999 in effect between the Sub -licensor and Oracle Corporation Canada Inc. ( "Oracle" ), Sub -licensor hereby grants to the Sub -licensee a non-exclusive, non -transferable sublicense of the Programs set forth: ORACLE APPLICATION PROGRAMS and LICENSE TYPE as applicable: List below: • Oracle Database Server, Standard Edition- Processor License x 2 • Oracle Application Server, Java Edition — Processor License x 1 Note: 1 x Oracle Database Server, Standard Edition — Processor License shall be migrated from a 15 x Concurrent User Database, Standard edition at time of installation. Hardware / Operating System: Indicate System in use: Microsoft Windows NT ................. IBM RS6000 AIX ................. HP -UX ................. SUN SOLARIS ...•........•••.. Designated Computer System: List Serial Numbers and Model): If Sub- Licensee does not purchase Oracle Licenses from Sub -Licensor or owns a current license of the above, Sub - Licensee agrees to provide Sub -Licensor with their CID/CSI account numbers for those Oracle products not Sub - Licensed through Sub -Licensor. Oracle Product Name & applicable CID/CSI # Oracle Product Name & applicable CID/CSI # Oracle Product Name & applicable CID/CSI # Oracle Product Name & applicable CID/CSI # Oracle shall not be held liable for any damages, whether direct or indirect, incidental or consequential arising from the use of the Programs. This Sub -license does not include warranties, express or implied, on behalf of Oracle. Sublicense Agreement - Exhibit "A" Page 3gf3 No Text 17-p Personality Implementation Plan ''ROUND ROCK, TEXAS PURPOSE. PASSIOK PROSPERITY. City of Round Rock Self- Service Prepared By: Brian Diamond and Ray Morrell. December 18, 2003 Prepared By: Brian Diamond and Ray Morrell Updated: City of Round Rock and High Line February 9, 2004 Version: Draft 1.3 Citv of Round Rock Personality Implementation Planning Report Table of Contents Tableof Contents........................................................................................................................... 2 Participants............................................................................................................................... 3 Cityof Round Rock............................................................................................................... 3 HighLine Corporation.......................................................................................................... 3 ProjectScope............................................................................................................................ 3 ProjectActivities...................................................................................................................... 3 ProjectAssumptions................................................................................................................ 4 PlanningSession Objectives.................................................................................................... 4 1 Implementation Overview................................................................................................ 5 1.1 Implementation Goal.................................................................................................. 5 1.2 Implementation Approach.......................................................................................... 5 1.3 Implementation Stages................................................................................................ 6 1.4 Team Members/Commitment..................................................................................... 7 1.5 The Support Line and Problem Log............................................................................ 8 1.6 Implementation/Testing Room................................................................................... 9 1.7 Reporting Approach.................................................................................................. 10 2 Module Features..............................................................................................................10 3 Detailed Analysis.............................................................................................................11 3.1 Conversion................................................................................................................ 11 3.2 Payroll Process.......................................................................................................... 11 3.3 Time Management Self Service................................................................................ 12 3.4 Training and Development....................................................................................... 12 3.5 Employee / Manager Self-Service............................................................................ 12 3.6 Work Flow................................................................................................................ 13 4 Training Plan...................................................................................................................13 4.1 Personality Application Training.............................................................................. 13 4.2 End User Training..................................................................................................... 13 4.3 Personality Technical Training................................................................................. 13 5 Documentation................................................................................................................13 5.1 System Manuals........................................................................................................ 13 5.2 User Manuals............................................................................................................ 14 6 Action Items.....................................................................................................................14 7. Software Enhancements...................................................................................................14 8 Key Dates & Milestones..................................................................................................16 8.1 PHASE 1 2004.......................................................................................................... 16 9 System Acceptance Process............................................................................................17 9.1 System Acceptance Milestones................................................................................. 17 9.2 System Acceptance Test Plan................................................................................... 17 9.3 System Acceptance Sign Off Procedures................................................................. 18 9.4 System Acceptance Criteria Assumptions................................................................ 19 Page 2 of 22 Citv of Round Rock Personality Implementation Planning Report Participants City of Round Rock Cindy Demers Kristie O'Hara Paula Freeman Becky Martinez Elaine Wilson Noelle Jones Teresa Bledsoe Lance Jobson High Line Corporation Brian Diamond Ray Morrell Proiect Scope Phase I Planning Session Dec 18-19, 2003 Finance Director HR Training Specialist (Project Manager) HR Payroll Treasury & Finance Supervisor (Supervises Payroll) Financial Programs Manager HR Director DBA Director, Professional Services Senior Consultant With Personality2000 implementation projects, a critical success factor is that the scope of the project be clearly defined. Not only does the project scope identify what will be done, it also defines what is not included. Adhering to the defined project scope ensures that modifications and customizations are kept to a minimum. Project Activities • The Project will focus on implementing the modules identified in section 1.1 below, Phase I by August 31, 2004. • Phase I includes: Employee/Manager Self Service Time Management Self Service Work Flow Training and Development. • Phase II will include rolling out Employee Self Service to all employees. • The scope of Phase I and II of this Implementation Project does not include any interface or reporting requirements other than those met by High Line standard Page 3 of 22 City of Round Rock Personality Implementation Planning Report programs, unless identified specifically within this planning report, or for which High Line prepares a software quotation that CRR accepts. This exclusion does not apply to any custom reports (Discoverer) that the implementation team elects to develop during the project. Project Assumptions In order to meet the Objectives and satisfy the Scope, the following assumptions have been identified. • Availability of sufficient Resources from both High Line and CRR as defined by the Project Plan. • CRR's Project Manager, will be available at a minimum of 50% of the time to fulfill her duties. • CRR's Implementation Team members will be available 100% of the time when High Line is on-site. • While High Line is off site, the CRR's Implementation Team will be available as defined in 1.4.6. • Any out of Scope activities will affect the Go Live date. Planning Session Objectives • Confirm the Modules and Features • Review Implementation Step Details • Complete an Implementation Timeline • Review Responsibilities and Expectations of Team Members • Complete the Detailed Analysis of Requirements • Establish an Action Plan • Draft Implementation Planning Report Page 4 of 22 City of Round Rock Personality Implementation Planning Report Implementation Overview 1.1 Implementation Goal To install the Phase I Self Service modules of Personality. Phase I modules ■ Time management Self Service ■ Employee Self Service ■ Manager Self Service ■ Work Flow ■ Training and Development 1.2 Implementation Approach The Personality implementation approach will be based on the principle of Train -the - Trainer. This includes one application at a time on-site training provided by High Line to CRR's Implementation Team. During these training sessions, the High Line Implementation Specialist will guide the team to the best approach to utilize the system's functionality to meet their business requirements. Examples are defined in the Development system during the training and then the Implementation Team is responsible for developing their rules, policies and procedures in the Production system. High Line will provide additional trouble shooting resources to assist the implementation team as defined on the implementation timeline and key dates. In addition to the on-site training/trouble shooting sessions, High Line can provide additional remote consulting to assist the Implementation team during the time when the Implementation Specialist is not on site and to assist in the project management. This is a billable service. High Line's Responsibilities Analyze business requirements and provide resolutions Provide application module training to the implementation team Provide onsite and remote implementation support and consulting Provide onsite and remote technical assistance and training Program and successfully test custom modifications Conduct System Acceptance testing with CRR Assist with testing processes CRR's Responsibilities Provide the implementation team Provide project management Provide details of the business requirements Make business decisions affecting the project Page 5 of 22 Citv of Round Rock Personality Implementation Planning Report Create the development system Set up and test the rules and policies Prepare user documentation Provide or approve specifications as required for custom features Test custom features Conduct a development completion test once the rules are defined Conduct conversion activities Conduct system acceptance testing Conduct the production and parallel tests Conduct end-user training 1.3 Implementation Stages The steps involved in implementing the Personality system. Stage 1 - Software Setup Stage 2 - Pilot System Development Stage 3 - Live Cutover 1.3.1 Project Setup 1.3.1.1 High Line will provide this Implementation Planning Report based on the discussions of the Implementation Planning Meeting and the preliminary data gathering. 1.3.1.2 CRR will also attempt to resolve any business issues prior to the first session. 1.3.1.3 CRR and High Line will review this Implementation Planning Report, Business Requirements List and Time Line and agree to the project scope, contents and resource commitments. 1.3.2 Hardware Setup 1.3.2.1 The City of Round Rock will purchase an application server to house the Oracle Application Server, Java Edition. This will be a Dell 3.2 GHz single processor with 2GB of RAM running Windows 2000/SPI. We have reviewed the computer specifications and they are above the High Line recommended specifications. 1.3.3 Software Setup 1.3.3.1 For the Self -Service implementation, the Oracle database can be 8i or 9i. The City has determined that their goal is to implement Oracle 9i in Production prior to the start of this project. The Oracle 9i database is scheduled to be in Page 6 of 22 City of Round Rock Personality Implementation Planning Report Production February 16, 2004. The upgrade process will include upgrading to Discoverer 4.x. CRR must have installed all required business patches in order to run Personality 3.04.03 on Oracle 9i. 1.3.3.2 High Line technical staff will be on-site to install the Personality Self -Service applications and the Oracle Application Server software on to the development server pointing to the test database server. During this session, High Line will also: a) Install and provide an overview of the conversion utilities. The conversion utility will be required to load in historical information for training history into the class registration table only. b) The site configuration record will be reviewed in order to configure the system for sending e-mail from WorkFlow. c) Review the method of configuring Self -Service to use the production database server for moving into production. 1.3.3.3 CRR will consider upgrading Oracle Discoverer to v 4.x, which will allow for reporting over the web. 1.3.3.4 During the software load session, High Line will provide basic technical training to allow the CRR's technical staff to gain familiarity with the application. 1.4 Team Members/Commitment 1.4.1 We discussed the roles of the implementation team members. There will be 3 key CRR people in the implementation group. All team members will be present for all training whenever possible and for key training sessions. 1.4.2. The team members will have access to additional resources from their areas, but these resources are typically not involved in the training sessions with High Line. 1.4.3 The implementation team members will be allocated 100% while High Line is on- site and during the remote sessions. CRR will be responsible for testing and confirming the set up approach while High Line is off-site. High Line recommends a minimum of 50% of the team member's time for this task. If the 50% time is not allocated by CRR, additional testing time will be required to be added at the Development system completion stage and will impact the go -live date. Page 7 of 22 City of Round Rock Personality Implementation Planning Report 1.4.4 Ray Morrell (rmorrell@highlinecorp.com) will be the Senior Consultant assigned to CRR for the application module training. Brian Diamond (bdiamond@highlinecorp.com) will be the Account Manager for High Line Corp. Brian Diamond will be assisted by Robert Forbes (rforbes@highlinecorp com). A member of High Line's Technical Services team will be assigned for the technical training. Any changes to High Line implementation team members during the scope of this project must be approved in advance by CRR. 1.4.5 Kristie O'Hara will assume the role of Project Manager, committing a minimum of 50% of her time during project timeline to fulfill these responsibilities. High Line requires that one person be designated to receive all correspondence from High Line for distribution to the team members and other appropriate staff, as well as coordinating any calls to High Line for problem resolution. Kristie O'Hara will be the primary contact. 1.4.6 Core Team will be comprised of the following members: Kristie O'Hara HR Training Specialist (Project Manager) Paula Freeman HR Becky Martinez Payroll These resources will work on the implementation project when not in a training week committing 50% of their time to the project. 1.4.7 A decision is required on the resource assigned to the Web Administrator role within CRR. 1.5 The Support Line and Problem Log 1.5.1 Specific High Line staff members are assigned to assist clients during implementations. CRR also has the ability to contact the support line. All calls made to the support line are logged, and clients should maintain their own call logs, taking responsibility for checking on the status of outstanding calls. A sample call log form will be provided from High Line, where we recommend that you use the High Line call number as a reference. We will implement a call log review procedure to ensure that any problem log items that are required prior to going live are completed. High Line recommends that on a bi-weekly basis your call log be forwarded to High Line, e.g. on Monday, allowing Tuesday for investigations and a conference call on Wednesday to review the status of each item. Maintaining this log and procedure is the responsibility of the Project Manager at CRR. 1.5.2 High Line uses a call status to categorize logged calls as follows: Page 8 of 22 City of Round Rock Personality Implementation Planning Report 1-A+ Critical, needs immediate attention as client cannot proceed with processing (i.e.: Live payroll is stopped and cannot proceed). During Implementation, this status also means that a client cannot go into live production until this issue is resolved, and is held up in testing due to the severity of the issue. 2-A Should be available in a software patch. During Implementation, this status means that the client cannot go into live production until this issue is resolved. 3-B Should be available in the next scheduled release. This status means that the client has a work around to the issue. 4-C Reported the issue. High Line has noted this and may consider for a future release. Clients have the ability to request a change in the priority of items, but this is typically billable, and High Line will submit an estimate of the cost for approval. 1.5.5 Additional Remote Project Management/Assistance during Implementation Project Management/Assistance is a set cost (based on the length of implementation, per the Cost Proposal provided). Project Management/Assistance is an assignment of the Project Account Manager. The purpose is to ensure a successful project by managing internal High Line resources assigned throughout the course of the implementation. The Project Management assistance provided by High Line does not replace the roll of Project Manager in the Client's Implementation Team. Project Management/Assistance include the following services: • Liaise with the Client to assist with overall management of the project • Assist Client with issues, to analyze business requirements and provide resolutions Manage Log Issues, including participation in Log Reviews, working with the client to set priorities and achieve resolution of issues Provide assistance with custom modifications by providing oversight on issued quotations and deliverables. 1.6 Implementation/Testing Room 1.6.1 Discussed the benefits of having an implementation "room", where the team members work on the project and avoid the disturbances that would occur in their Page 9 of 22 City of Round Rock Personality Implementation Planning Report normal work locations. A training room will be reserved for the on-site training but a dedicated room is not available for the non -training weeks. 1.6.2 There will be one PC per team member. The PCs will require access to the Internet via IE 5.5 and connection to the application/database server. 1.6.3 The training room should contain a printer, a white board or flip chart, a speakerphone, and an overhead projector if available. 1.7 Reporting Approach a). There are no standard reports provided with the Self -Service application. The information is available in online forms. There are standard reports available within the Personality professional user interface application. b). Any reports not provided with the standard system, and determined to be required, will be the responsibility of CRR. CRR can request that High Line create these reports, if required. High Line will provide a quote on the cost of any programming for CRR's approval prior to proceeding. Sufficient notice is required in order to schedule the custom programming. c). If a report is required, but not part of the standard system, CRR will choose the most appropriate tool to create the report, (e.g. Reports or Discoverer). High Line's standard reports are created with Oracle Reports. High Line does not provide training for Oracle Reports. This training is provided by Oracle. High Line will provide training on the Discoverer software. d) High Line will provide the source code for the non -update reports. If CRR alters a standard report, then the warranty covering that report is voided, but no other component of the Personality product is affected. It is CRR's responsibility to make any future modifications to the reports are related to new releases. High Line does not support any client modified/created reports. 2 Module Features Discussed the ability to Phase the implementation, determining that the focus would be on implementing the features required in order to implement Time Management, ESS/MSS, Training and Development and Work Flow. Reviewed and discussed the concepts and features of the Personality system using the features checklist. Please see the attached CRR Product Features spreadsheet for details. The features discussed are available in the 3.04.03 release of Personality, however any enhancements will require the 3.05.01 release of Personality. CRR will upgrade to the 3.05.01 version of Personality since enhancements to the Self - Service features are required. High Line confirmed that all product features and Page 10 of 22 City of Round Rock Personality Implementation Planning Report enhancements identified in Section 10 - CRR Product Features function as discussed in version 3.05.01. 3 Detailed Analysis The notes below are related to items found in the Business Requirements list in section 2.0. Notes are provided where a discussion of capabilities/requirements has occurred to help clarify issues that may arise during the implementation. 3.1 Conversion 3. 1.1 All historical courses and classes must be set up in P2K. Conversion utilities will be used to convert employee training history data from an excel spreadsheet into P2K. 3.1.2 Email addresses are required to be loaded into employees' assignments. It will be CRR's responsibility to load this data into P2K. The conversion utilities are not designed to update employee records and cannot be used for this purpose. 3.1.3 Additional employee data such as Nextel phone numbers, pager numbers and additional office phone numbers exist in other databases. It will be CRR's responsibility to load this data into P2K. Please see software enhancements for further details. 3.2 Payroll Process 3.2.1 In order to support the distributed time entry and use standard calculations a re- engineering of the payroll process is required. This will include: — Implementation of a new FLSA process; presently calculated with UserCalcs and a manual spreadsheet for the Fire department. — Implementation of new premium set up to support the FLSA calculations; presently entered in the Sundry Screen — Applying Over Time rules for weekly and bi-weekly over time. Hrs worked over 40 in a 7 -day period and over 80 in a 14 -day period are calculated at 1.5. Holiday time is time worked. Leave time reduces regular time. Presently calculated with UserCalcs. — Additions/changes to Work Rules in order to support Self -Service. — Definition of employee security. 3.2.2 Batches are currently being generated at the Personality department level or groups of departments. This level is referred to as the division level by CRR. This will be the same level of batch generation for the Self -Service application. Page 11 of 22 City of Round Rock Personality Implementation Planning Report 3.3 Time Management Self Service 3.3.1 The goal for Phase I is to have Timekeepers enter employee's time. There are approximately 30 timekeepers. 3.3.2 A pilot group of employees will be entering their own timesheets online in Phase I. The Finance and HR departments will be the pilot group. 3.3.3 Goal for Phase R is to roll out time entry to all employees with manager/supervisor online approvals as well as the Employee/Manager Self - Service features. 3.3.4 There are approximately 200 employees using kiosks for computer access and 450 employees with computers at their desks. 3.4 Training and Development 3.4.1 Phase I will manage the courses and classes only with the employees having the ability to enroll online and the managers approve their enrollment. 3.4.2 CRR has an Excel spread sheet with of 2 yrs of training history. This spreadsheet tracks the completed training history of all employees. CRR plans to use conversion utilities to load this data into P2K. Spreadsheet has only first/last name. CRR will need to uniquely identify the employees with either their employee number or SSN for the conversion process. 3.4.3 The team will set up and confirm the approach to the courses and classes in the pilot database. Once confirmed, the remainder of the set up will be performed in the Production database. 3.5 Employee / Manager Self -Service 3.5.1 Employees will be allowed to access and update their personal data described on the product features spreadsheet. 3.5.2 The Self -Service application's form labels are not bi-lingual at this time. This is a future project. CRR can create form footers and headers that can be bi-lingual for instructions for the employees. 3.5.3 Some team members had concerns that the Leave Balance form contained too much information. This form cannot be modified to remove the columns since the standard calculations rely on them. CRR will describe the information with footer documents. Page 12 of 22 City of Round Rock Personality Implementation Planning Report 3.5.4 Single sign -on user security is not supported within the Self -Service application. Each employee will reference a generic database user that has the appropriate security defined. 3.6 Work Flow 3.6.1 Employee entered changes will update the database directly. The system will send an e-mail to the employee to verify the changes. This requires the employee's e-mail address is maintained within Personality. 3.6.2 In order for the Work Flow to generate automatic e-mails to the employee's supervisor, CRR will need to update the P2K application with the supervisor information on the work assignment. 3.6.3 When a notification for approval/action is sent to an individual and the approval/action is not executed upon, there is no automated method of rerouting the approval. A report will need to be created in order to identify outstanding approvals/actions. 4 Training Plan 4.1 Personality Application Training On Site sessions will be scheduled according to section 8.1 of this document. Remote sessions can be arranged. There is one remote session scheduled for Discoverer training. 4.2 End User Training CRR is responsible for conducting the end user training and roll out. 4.3 Personality Technical Training Technical training will be performed when the software is loaded and completed no later than April 2, 2004. 5 Documentation 5.1 System Manuals Page 13 of 22 City of Round Rock Personality Implementation Planning Report High Line will provide manuals on the FTP server. CRR will print copies for team members prior to the training. 5.2 User Manuals CRR is responsible for preparation of user manuals. 6 Action Items 6.1 High Line will arrange to make the manuals available for CRR to download. CRR will be responsible for printing of the manuals for the team members. 6.2 Decide on a test group of employees, which should include managers, supervisors and employees. 7. Software Enhancements 7.1 The City requires the ability to add free- form text to the timesheets for employees to indicate the purpose of transactions such as reasons for over -time. During the planning session it was identified that this was not in the current product. This capability does exist in the software and no enhancement is required. 7.2 Ability to store and manage multiple employee contact numbers and e-mail address. This would be a change to the P2K application and a new Self -Service screen. Currently there is only one work related phone number and there is no self-service form to access this data. This would be an enhancement. The City must make a business decision whether to manage this information in Personality or in their current custom application. 7.3 IPTR form modification utility is not licensed by the City. It is not required for go - live with the Self -Service applications, however it would be beneficial to have the IPTR form reflect the same layout as the self-service time entry form for central payroll adjustments/review. 7.4 The City is not licensed for the overtime rule calculations. There are two rules required for the City, weekly and pay period over -time. The goal is to have employees entering their own work time and having the system calculate the appropriate over -time. This is currently handled in UserCalcs but it is too late in the process for time approval. The City would like the system to calculate the over -time. 7.5 Employee Timesheet — no gaps have been identified at this time. 7.6 There is no current form in the Self -Service application to review all employee leaves in order to approve a leave request. This information is available within the TS module's standard functionality, which is not being implemented. This would be an Page 14 of 22 City of Round Rock Personality Implementation Planning Report enhancement to the Self -Service application to include a new form to display this information. Page 15 of 22 0 City of Round Rock Personality Implementation Planning Report 8 Key Dates & Milestones 8.1 PHASE I 2004 Implementation Planning On Site Dec 18-19, 2003 — 2 -day Planning Session Database upgrade to 9i in Test Jan 19, 2004 Database upgrade into Production Feb 16 Payroll Process Review Mar 01— 05 — 5 days set up and training Software Install & Technical Training (I.S.) On Site March 29 — Apr 23 days set up and training — 1 day conversion training Discoverer Training Remote Mar 23-24 — 1/2 day admin training — 1/2 day user training Time Management SS and SS Admin On Site May 03 — 07 — 5 days set up and training Trouble Shooting and EE Time Entry On Site June 14 - 18 — 2 days Trouble shooting — 3 days pilot EE time entry and Work Flow TD, ESS/MSS and Work Flow Training On Site August 9 -13 — 1 day TD training — 2 days ESS/MSS set up and training — 2 days Work Flow System Roll Out Fall 2004 Page 16 of 22 City of Round Rock Personality Implementation Planning Report 9 System Acceptance Process 9.1 System Acceptance Milestones The following are the System Acceptance Milestones, the person(s) responsible for sign off, and the dates that they must be completed by. Milestones Sign Off Assigned To Acceptance Date 9.2 System Acceptance Test Plan The following is the System Acceptance Test Plan that was jointly agreed upon. These are the items that will be completed in order to satisfy the System Acceptance Milestones. Kristie O'Hara will be responsible for sign off of these items, by the date this k required by System Acceptance Test Plan How Proven Goal date to Signed Off By be completed — Person and System Successfully Installed Kristie O'Hara Functionality — Employee and Manager Self Service Kristie O'Hara Functionality — Time Management Self Service Kristie O'Hara Functionality — Workflow I Kristie O'Hara Functionality — Training & Development Kristie O'Hara 9.2 System Acceptance Test Plan The following is the System Acceptance Test Plan that was jointly agreed upon. These are the items that will be completed in order to satisfy the System Acceptance Milestones. Kristie O'Hara will be responsible for sign off of these items, by the date this k required by System Acceptance Test Plan How Proven Goal date to Signed Off By be completed — Person and by Date System Installation Aril 2, 2004 System installed and properly Able to access system via browser f configured — Oracle db, 9iAS and or client server environment (not Personality application (including supported for self service) Self Service Three instances created — Able to sign into each environment 2 Demo/Training, Pilot and Conversion with a browser and client server and and able to access tables access tables listed in published ERD's 3 Printers configured and tested Able to print from Demo/Training System — print RCRSE report. 41 Report Server functioning Ability to email RCRSE report Access Demo/Training to My Contacts in self service with 5 Browser Access tested acceptable response time within seconds; unless caused by network issues outside of High Line's control 6 Client Server access tested Signon from desktop icon with acceptable response time on Demo/Training ICRS, within seconds: unless caused by network issues outside of High Line's control Functionality — Workflow August 31, 2004 Module performs to published Ability to automate New Hire 7 documentation on features included, procedure for Pilot employees, as far as Navigation (procedures) including screen navigation from and specified alerts/warnings, etc. IEHR to IEID to IBEL (with on-line (an example being alert that alerts/prompts), running RBBS and approvals are required) generating an email to employee's manager noti. Rq them. Page 17 of 22 City of Round Rock Personality Implementation Planning Report System Acceptance TestPian How Proven Goal date to Signed Off By be completed - Person and by Date Functionality - Training & August 31, Technical Issues Development 2004 Functionality - 8 Module performs to published During training, check off published Workflow documentation on features included features in the Trainin lDemonstration S stem Training & Functionality - Employee & Development Manager Self Service 9 Module performs to published During training, check off published August 31, documentation on features included features in the 2004 Employee & Manager Training/Demonstration System Self Service Functionality - Time Management May 7, 2004 Self Service Manaqement Self 1 Module performs to published During training, check off published documentation on features included features in the TraininglDemonstration System 9.3 System Acceptance Sign Off Procedures During Training Sessions — High Line Consultant will include a review of the System Acceptance Test Plan items. If complete, sign off with date and person on the Form included above. An updated copy of the System Acceptance Test Plan items should be emailed to Brian Diamond and Jackie Johnstone subsequent to the meeting. Outstanding Issues - If there are outstanding issues, these must be documented and submitted to High Line on the System Acceptance Milestone Sign Off form. High Line will have 30 days to respond to any issues. CRR must complete testing of the solution within 10 business days of delivery and either sign off or advise High Line of any issues. Failure to complete the testing within the required period will constitute acceptance. System Acceptance Milestone Sign Off Signature Outstanding Issues Milestones Acceptance Date System Installed - Technical Issues Functionality - Workflow Functionality - Training & Development Functionality - Employee & Manager Self Service Functionality - Time Manaqement Self Page 18 of 22 City of Round Rock Personalitv Implementation Planning Report System Acceptance Milestone Sign Off Signature Outstanding Issues Milestones Acceptance Date 9.4 System Acceptance Criteria Assumptions The System Acceptance Criteria Milestones and Test Plan were developed with the following assumptions: CRR is responsible for all testing. Testing must be completed as defined in the Implementation Plan. If an extension is required for testing purposes, this may be allowed upon mutual agreement by High Line and CRR, up to a maximum of 10 working days from the original date. If High Line must make corrections to the software in order to meet acceptance criteria, the testing date required by will be delayed until 10 working days after the corrections are received from High Line. Only A or A+ status on issues that are within scope of the project and System Acceptance criteria (not change order items) will cause CRR not to sign off on an item. The status must be agreed upon by both parties. System Acceptance is defined as acceptance that the system functionality delivered meets requirements with a representative group of CRR employees, in a Pilot environment. System Acceptance, as defined in this document, does not include Conversion, End User Training, Parallel Testing, Live Cut Over Assistance or Ongoing Support. Page 19 of 22 City of Round Rock Personality Implementation Planning Report 10.0- CRR Product Features Page 20 of 22 City of Round Rock Personalitv Implementation Planning Report Feature or Function Phase I Phase II SELF Decision Pending SERVICE COMPONENTS Custom Not Req'd Notes Action Rem Employee Self -Service - View full ESS manual ❑ ❑ ❑ ❑ - Perform a Web Search ❑ ❑ ❑ ❑ ❑x - Password maintenance11 ❑ ❑ ❑ Need to implement the Oracle level assword profile. - View Change Request status❑ O ❑ ❑ ❑ Not required until Phase II since no PA's are being used. - View Assignments ❑K ❑ ❑ ❑ ❑ - Update Personnel data - address and personal information Q ❑ ❑ ❑ ❑ Set up - employee work e-mail address Direct update, no PA, e-mail to on work assignment. Can this be employee. Ioaded4? - View Company Directory ❑ ❑ ❑ ❑ Update contacts ❑x O O 71 71 employee. update, no PA, e-mail to em to ee. - View banlung information ❑ ❑ - View pay history o ❑ ❑ ❑ ❑ - View time sheet history ❑x ❑ ❑ ❑ ❑ View Attendance Balances❑ ❑ ❑ 71 column headings and add definitions to screen definitions - View Attendance leave history o ❑ ❑ ❑ ❑ - Manage future leaves ❑ ❑x ❑ ❑ ❑ - View Benefit Enrollments o ❑ ❑ ❑ ❑ - Update Benefit Electrons ❑ ❑x ❑ ❑ ❑ - Manage Dependents ❑ ❑x ❑ ❑ ❑ - View Course'Class schedule ❑K ❑ ❑ ❑ ❑ - Update Class Enrollment �X ❑ ❑ ❑ ❑ - View Training history ❑D ❑ ❑ O ❑ CRR has over 2 years of training history stored in Excel worksheets. In order to convert this history we will need to set up all the historical courses & classes. Manager SeH-Service - View full MSS manual o ❑ ❑ ❑ ❑ - View Company Directory 0 ❑ ❑ Cl ❑ - View Company organizational Chart ❑ ❑ ❑ ❑ ❑X - Perform a Web Search ❑ ❑ ❑ ❑ Ex - View My Employees ❑ ❑ ❑ ❑ - Enter Employee Leaves ❑ ❑ ❑ ❑ - Maintain Employee Leaves ❑ ❑X ❑ Cl ❑ - Process Change Requests ❑ ❑X ❑ ❑ ❑ - Process Training Requests px ❑ ❑ ❑ ❑ A WF will be used to send an e-mail to the manager for approval and cc HR. - Perform Promotions ❑ [H] ❑ ❑ ❑ - Perform Terminations ❑ ❑x ❑ ❑ ❑ Administrator Self Service Who will be the administrator? - Define Functions o ❑ ❑ ❑ ❑ - Define Forms ❑x ❑ ❑ ❑ ❑ - Create'Modtty Sett Service Menus o ❑ ❑ ❑ ❑ - Maintain Approval Levels E ❑ ❑ ❑ ❑ - Create Users Q ❑ ❑ ❑ ❑ - Create Roles for Users Q ❑ ❑ ❑ ❑ - Assign Roles to Users El ❑ ❑ ❑ ❑ - Maintain Execution Rights ❑ ❑ ❑ ❑ - Maintain Field Security 0 ❑ ❑ ❑ ❑ Page 21 of 22 City of Round Rock Personality Implementation Planning Report Recruiting Recruiting tunctionality, including job posting and candidate self-service and management Q ❑ ❑ ❑ ❑ Time Management - Employee - EE Planned Leave Entry ❑ ED ❑ ❑ ❑ Manage current time sheet - Manager - Employee Leave Entry 0 0 Q Q ❑ ❑ Q ❑ ❑ For selected groups of employees ❑ - Manager - Update/Enter Employees Leave O ❑ Q ❑ Q Manage Electronic Timesheets - Manager - Enter and Verify Employee Time O Q 13Q 173Exceptions - Manager - Verify and Balance Pay Transaction Batches 0 ❑ Q Q Q - Process Leave Lines into Pay Transitions O Q ❑ Q ❑ ❑ a a ❑ ❑ ❑ ❑ ❑ ❑ ❑ Feature or Function ❑ ❑ Phase I Phase II ❑ Decision Pending ❑ ❑ WORKFLOW Custom Not Req'd Notes Action Item Online warning/edits p Q Q ❑ Q Online form navigation O ❑ ❑ ❑ ❑ Updating of values based on other within the same table. Q ❑ Q C3data Stop online update of transactions p ❑ ❑ Q Q Communications (e-mail) to recipients real-time and batch 73 Q ❑ ❑ Reminders of uncompleted actions 0 ❑ ❑ ❑ Q Tables that trigger WorkFlow (as of the 3.05.01 release - Approval Logs (ALL) ❑X ❑ ❑ ❑ ❑ - Assignment Details (FD) 0 Q ❑ ❑ Q - Employments (FD) 0 ❑ ❑ Q ❑ - Assessment Events (RE/TD) Q 0 ❑ ❑ ❑ - Candidates (RUTD) Q Ex ❑ ❑ ❑ - Recruitment Postings (RE) Q ❑ ❑ ❑ - Questions & Responses (RE) Q Qx ❑ Q ❑ - Personnel Actions (SA) ❑x Q ❑ ❑ ❑ - Class Registrations (TD) ❑ ❑ ❑ ❑ - Leave Lines (AT) Q Q ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ I ❑ ❑ Page 22 of 22